Free Staffing Agency Invoice Template & Generator
Invoice client companies for temporary and contract staff. Bill hours worked at your bill rate, itemize by worker or role, add overtime and any placement fee, and download a professional PDF.
Free PDFs include a small Invoity watermark; Pro is $9/month and removes it.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Temp staff — warehouse (per hour) | 160 | $22.00 | $3,520.00 |
| Overtime hours (per hour) | 12 | $33.00 | $396.00 |
How staffing invoices are structured
Staffing agencies bill the client at a bill rate that covers the worker pay plus your markup, so the client sees hours and rate rather than the wage. Itemize by worker or role, separate regular and overtime hours, and reference the week or pay period and any PO number the client requires. For direct placements, add a one-time placement fee on its own line.
Billing periods and Net terms
Most staffing clients are invoiced weekly against timesheets on Net 15 or Net 30. Reference the approved hours, keep invoice numbers sequential, and follow up on aging invoices to protect cash flow — you pay workers before the client pays you. Offering online payment where possible speeds collection: invoices with convenient online payment get paid up to twice as fast, per Xero (2024).
Frequently asked questions
How do I invoice a client for temporary staff?
Add a line per worker or role with the hours as quantity and your bill rate, put overtime on a separate line, and reference the week and any PO number. The total calculates automatically. Download the PDF and number it sequentially.
How do staffing agencies bill a direct placement fee?
Add a single line for the placement fee (often a percentage of the first-year salary) with the role and start date noted. Bill it per your agreement, separate from any hourly staffing lines.